UNDP Jobs - 34378- 34378 - ADMINISTRATIVE CLERK (For Indonesian natio

34378 - ADMINISTRATIVE CLERK (For Indonesian national only) - Jakarta, Indonesia

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

17-Dec-12 (Midnight New York, USA)

Post Level :

SC-3

Duration of Initial Contract :

Languages Required :

Expected Duration of Assignment :

12 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

“UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”
UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.”

Strengthening Innovative Partnership for Development Cooperation (SIP-DC) project will support the Government in moving forward from the paradigm of donor-recipient relationship to partnership for development effectiveness. This project will pilot innovative partnerships including South-South Cooperation, in line with the Grand Design 2011-2025 and Blue Print 2011-2014 of Indonesia South-South Cooperation. It is also expected to strengthen the cooperation within UNDP Program/project management including on the “UN Working Together”. The project will focus on institutional building, policy support and capacity building that lead to the shifting paradigm and developing further international development cooperation agenda including post MDG 2015.

Strengthening Innovative Partnership for Development Cooperation (SIP-DC) project implemented by the National Development Planning Board (BAPPENAS) is designed to enhance the coherence between UNDP’s projects and the Government’s priorities and to enhance the capacity of the Government to effectively coordinate and manage technical assistance from a variety of sources.

This position is located primarily in project management unit under the overall guidance of the National Project Manager, the Administrative Clerk is responsible in areas such as administration, personnel and secretarial duties, with respect to both the operations of the secretariat and implementation of project activities, The Administrative Clerk works closely with the Project Assistant and Monitoring Reporting Associate as well as administrative staff in BAPPENAS.

Duties and Responsibilities

1. Provides administrative support and logistical services to the Project Management Unit focusing on achievement of the following results:
• Perform administrative supports such us draft correspondences (e.g letter, memo etc.), maintain filling and documentation, schedule meetings/appointments as well as to receive calls;
• Arrangement of travel and hotel reservations including purchase of tickets;
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans., vehicles rentals, travel authorizations and any other relevant documents needed;
• Custodian for management of office stationary supplies including maintenance of stock list of stationary, distribution of stationary as required by staff and keeping a log of distribution;
• Ensure the prompt compiling, copying and distribution of minutes and other revenant documents to all stakeholders;
• Administrative support to organization of conferences, workshops, retreats.
• Extracting, inputting, copying and filing data from various sources.
• Maintenance of files in Administrative Unit

2. Provides administrative support to office maintenance and assets management works to the Project Management Unit focusing on achievement of the following results:
• Collection of information on assets management, maintenance of records and files on assets management.
• Maintenance of files and records relevant to office maintenance.

3.. Support to knowledge building and knowledge sharing to the Project Management Unit focusing on achievement of the following results:
• Participation in the training for the operations/projects staff on administration.
• Contributions to knowledge networks and communities of practice.

Competencies

Core Competencies:
- Ability to perform a variety of repetitive and routine tasks and duties related to registry
- Ability to review data, identify and adjust discrepancies
- Ability to handle a large volume of work possibly under time constraints
- Good knowledge of administrative rules and regulations
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, as required
- Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
- Ability to organize and complete multiple tasks by establishing priorities

Functional Competencies:

MANAGING DATA
- Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
- Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
- Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
- Interprets data, draws conclusions and/or identifies patterns which support the work of others

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS
- Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
- Shows sound grasp of grammar, spelling and structure in the required language
- Ensures correspondence, reports and documents comply with established UN standards
- Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Client Orientation
Level 1.1: Maintains effective client relationships
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Responds to client needs promptly

Required Skills and Experience

Education:

Minimum Diploma (D3) degree in Secretarial/Management, Social Sciences, Administration, Management and other relevant subjects

Experience:

Minimum 3 years of professional experience, preferably in the field of development for candidates.

Language Requirements:

• Fluency in written and spoken English is an absolute necessity;
• Fluency in written and spoken Bahasa Indonesia is required.

Other Requirements:

• Demonstrated familiarity with UNDP development projects in Indonesia.
• Computer literate and familiarity with MS Office programs such as Word, Excel, Power point etc. are required.
• Proven track records in secretarial jobs such us: filling, inward and outward correspondence, typing, arrange appointments and meetings, etc.;
• Have experience in working with government officials and donor/multilateral consultants;
• Working knowledge of UN system is an advantage.
• Good inter-personal skills.
• Full time availability for project management support duties is essential.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

Female candidates are encouraged to apply

ATLAS Position No. 00077340